Executive Personal Assistant

Position Overview:

Seeking an experienced Executive Personal Assistant for a UHNW family based in Toronto. Previous experience working for a family and managing properties is required. The successful applicant will oversee and coordinate the operations of multiple residences located in Toronto, Florida and Muskoka. This is a full-time, hybrid role where the successful applicant will be required to travel to the main residence in Toronto regularly/as required, with the occasional site visit to Muskoka.

Primary Responsibilities:

• Complete oversight and operations management of all properties to ensure exceptional household standards are met
  
• Trade and documentco-ordination related to each property,includingmanagement of centralizedcalendarshowing what is happening at various properties on any given day
  
• Maintain and update contact database for each property
  
• Works in conjunction with all household managers as required; communicate daily or weekly as required to direct, coach and assist all households
  
• Ensure each property is properly stocked with the required amenities and supplies
  
• Coordinate property preparation in advance of principal s arrival and upon departure (opening and closing)
  
• Prepare with respective House Managers, the opening and closing lists per season for their respective residences
  
• Clearly document all household standards to ensure consistency in all residences
  
• Monitor and manage all residence related expenses throughout the year, and implement new operational infrastructure as required
  
• Ensure all household expenditures are properly authorized with Principals
  
• Vendor and contractor management of regular maintenance, seasonal, renovation and other projects; approve all major repairs and maintenance schedules with Principals
  
• Appropriate record keeping, including the management of a comprehensive administrative and project-related digital filing system utilizing Principal accessible Dropbox and filing hard-copies as required, monthly reporting, and follow up with the Principals regarding key deadlines for renewals
  
• Other duties, including special projects, as required
  
  

Applicant Qualities:

• Must possess excellent time management skills, be punctual, courteous, possess keen attention to detail and follow through on all projects assigned
  
• Minimum 5 years of experience as a personal assistant, executive assistant, or estate manager
  
• Tech savvy and computer literate; knowledgeable and experienced with Microsoft Word and Excel
  
• Polished and professional presentation
  
• Must maintain privacy and confidentiality at all times, exercise diplomacy, discretion and respect appropriate boundaries
  
• Excellent communication skills; fluent in English
  
• Must have a valid driver s license with a clean driving record
  
• Must be legally entitled to work in Canada